Volunteers typically do not join an organization to attend meetings but to get involved in the planning, activities and programs of the group. They cannot be required to attend a meeting, like office colleagues can, so you have to make it worth their while to participate. Hold meetings that are focused, entertaining and productive to maximize participation and the group's effectiveness.

Select a time, date and location for your meeting at least three to four weeks in advance and reserve the meeting space. While it's often impossible to find a date that works for everyone in a group or committee, try to select one that carries as few conflicts as possible for those in your group.

Advertise your meeting through a variety of channels to reach as many of your volunteers as possible. Use email, phone and address lists; post meeting information on relevant websites; and use social media if your group is active in that arena. If it's a school or church meeting, for example, post an eye-catching, brightly colored sign on a centrally located bulletin board. Church bulletins, community newsletters and local-access television channels are other options to help get the word out about your meeting. Depending on the size of your group, consider calling your volunteers to invite them to the meeting.

Create a clear, manageable agenda for your meeting. Prioritize the items to ensure the most important ones are discussed first. Set a start and end time for your meeting and a time limit on discussion of each agenda item. Start on time, stick to the agenda and cite the time limits. This will help keep the meeting on track.

Introduce yourself and other key personnel. At a parent-teacher meeting, for example, introduce the officers and the principal or superintendent, along with staff members. Ask everyone to sign an attendance sheet to provide a record of participation.

Involve your participants in the meeting so they will feel needed. Stay focused on actions and decisions to ensure things are accomplished. Prevent one or two outspoken individuals from dominating discussions by calling on a variety of people. Encourage new volunteers to share ideas.

Provide a quick recap of key discussion points and assign specific tasks for volunteers to accomplish by a certain time. Don't let all of the actions go to the two or three people. Instead, spread the opportunities among a variety of members. This increases a feeling among your volunteers that they matter to the organization, by giving them the chance to make a meaningful contribution.

About the Author

As a national security analyst for the U.S. government, Molly Thompson wrote extensively for classified USG publications. Thompson established and runs a strategic analysis company, is a professional genealogist and participates in numerous community organizations.Thompson holds degrees from Wellesley and Georgetown in psychology, political science and international relations.